Details **Open Date** 09/26/2024 **Requisition Number** PRN39963B **Job Title** OCHE Front Desk & Administrative Assistant **Working Title** Administrative Assistant **Job Grade** D **FLSA Code** Administrative **Patient Sensitive Job Code?** No **Standard Hours per Week** 40 **Full Time or Part Time?** Full Time **Shift** Day **Work Schedule Summary** 8am – 5pm **VP Area** President **Department** 01379 - USHE Commissioner **Location** Office of the Commissioner - Downtown SLC **City** Salt Lake City, UT **Type of Recruitment** External Posting **Pay Rate Range** $55,000 - $64,812 DOE **Close Date** **Open Until Filled** Yes **Job Summary** The Utah System of Higher Education ( USHE ) is seeking a full-time Administrative Assistant to provide superior customer service to guests, vendors and staff. We are seeking a self-motivated team member with excellent customer service, organization, communication, document preparation, and multitasking skills to serve two primary functions: 1) administrative assistant to associate commissioner(s), and 2) full-time front desk receptionist. **Responsibilities** + Provide superior customer service to all guests and internal employees. + Greet guests, determine purpose of visit, verify identity, log arrival and departure times and contact the host of the visitor. Provide parking validations for visitors. + Schedule conference rooms for meetings, interviews, and luncheons. + Provide administrative support to in-person and remote professionals in departments. This work may include, but is not limited to: + Drafting and reviewing correspondence; + Maintaining records and mailing lists; + Creating spreadsheets and reports; + Processing travel requests and reimbursements; + Maintaining calendars; and + Filing, and copying. + Review and maintain leave records for employees including accurate payroll processing. + Meeting management including: + Scheduling of complex meetings that require coordination of multiple stakeholders. Complete or receive scheduling requests, revise and/or add additional communication as needed. + Agenda prep, Zoom set up, recording minutes, and Zoom recordings. + Act as the event planner/coordinator for face-to-face and virtual meetings, yearly retreats, and conferences. + Set up events and attend the meetings, provide support, and take meeting minutes. + Create and maintain agendas, spreadsheets with attendees, maintain budget, and answer questions as main point of contact. + Answer the main phone line and transfers calls accordingly. Manage inbound/outbound mail deliveries as well as office email account + Work with various admin team members on projects and events. Fill in when other administrative assistants are out of the office. + Maintain a clean and neat environment in the lobby, conference rooms, and consultation rooms at all times. The essential functions listed above are not a comprehensive list of all duties, tasks or projects. **Minimum Qualifications** **Skills and Knowledge:** + Three to five years of experience supporting upper-level management OR office reception related experience or equivalency (one year of education can be substituted for one year of related work experience). + Multi-line phone system experience + Operational knowledge of Microsoft Office and related computer software including Outlook, PowerPoint, etc. + Communicate in writing clearly and concisely. + Communicate effectively with others verbally. + Complete assigned tasks to meet deadlines. + Meet customers’ expectations and needs while following company procedures. + Ability to protect confidential information. + Exhibit a professional demeanor within a corporate workplace. + Excellent communication, organization, and interpersonal skills, and the ability to manage projects efficiently and effectively to meet deadlines with quality and work ethic. **Education:** + High School Diploma is required. **Preferences** Preference will be given to applicants who meet the minimum qualifications and one of the following: + Associate’s degree + Experience working in higher education **Type** Benefited Staff **Special Instructions Summary** **Additional Information** The University is a participating employer with Utah Retirement Systems (“URS”). Eligible new hires with prior URS service, may elect to enroll in URS if they make the election before they become eligible for retirement (usually the first day of work). Contact Human Resources at (801) 581-7447 for information. Individuals who previously retired and are receiving monthly retirement benefits from URS are subject to URS’ post-retirement rules and restrictions. Please contact Utah Retirement Systems at (801) 366-7770 or (800) 695-4877 or University Human Resource Management at (801) 581-7447 if you have questions regarding the post-retirement rules. This position may require the successful completion of a criminal background check and/or drug screen. The University of Utah values candidates who have experience working in settings with students and patients from all backgrounds and possess a strong commitment to improving access to higher education and quality healthcare for historically underrepresented students and patients. All qualified individuals are strongly encouraged to apply. Veterans’ preference is extended to qualified applicants, upon request and consistent with University policy and Utah state law. Upon request, reasonable accommodations in the application process will be provided to individuals with disabilities. The University of Utah is an Affirmative Action/Equal Opportunity employer and does not discriminate based upon race, ethnicity, color, religion, national origin, age, disability, sex, sexual orientation, gender, gender identity, gender expression, pregnancy, pregnancy-related conditions, genetic information, or protected veteran’s status. The University does not discriminate on the basis of sex in the education program or activity that it operates, as required by Title IX and 34 CFR part 106. The requirement not to discriminate in education programs or activities extends to admission and employment. Inquiries about the application of Title IX and its regulations may be referred to the Title IX Coordinator, to the Department of Education, Office for Civil Rights, or both. To request a reasonable accommodation for a disability or if you or someone you know has experienced discrimination or sexual misconduct including sexual harassment, you may contact the Director/Title IX Coordinator in the Office of Equal Opportunity and Affirmative Action ( OEO /AA). More information, including the Director/Title IX Coordinator’s office address, electronic mail address, and telephone number can be located at: https://www.utah.edu/nondiscrimination/ Online reports may be submitted at oeo.utah.edu https://safety.utah.edu/safetyreport This report includes statistics about criminal offenses, hate crimes, arrests and referrals for disciplinary action, and Violence Against Women Act offenses. They also provide information about safety and security-related services offered by the University of Utah. A paper copy can be obtained by request at the Department of Public Safety located at 1658 East 500 South.